DEPOSIT & CANCELLATIONS
50% deposit is required to reserve. Please keep in mind that our rental rates fluctuate significantly depending on the dates. If you need to make a modified reservation it might be different than your original reservation amount. Except as provided below, if the reservation is cancelled more than 30 days from your arrival date, we will hold the deposit for one year for you to apply to any future booking. If the cancellation is less than 14 days from your arrival date or you do not inform us of your decision to cancel, the deposit is forfeited, and the reservation may be charged in full. For reservations in units of 12 bedrooms or higher, 30 days from your arrival date is replaced with 60 and 14 days from your arrival date is replaced with 30. Advance reservation deposits are not held in an escrow account regulated by the Tennessee Real Estate Commission. There are no refunds for early checkouts.
CHECK IN & CHECK OUT
Our check-in process allows you to skip in person lines and go directly to your cabin. Key codes, addresses & directions will only be issued to registered guests. Balance is due at check in and will automatically be charged to the credit card on file. Guests will receive an email two days prior to arrival with the cabin address, directions from our 1652 Walt Price Road office to the cabin, the key code that will be active at 4 p.m. on the day of arrival, and any other relevant information pertaining to your stay. Guests must have signed all reservation documents electronically and the balance must be paid in full in order for the email to be sent. Check-in is 4 p.m. In many instances, the units are cleaned just prior to your arrival so early check in is typically not available.
If the reservation documents have not been signed electronically and/or the balance has not been paid five days prior to arrival via the credit card on file, you must check-in at our office. Our office hours are currently 8:00am -10:00pm Monday thru Sunday. Guests arriving after closing time will have a welcome package (including key code and directions to your cabin) waiting for them in our late arrival box just outside the front door of our rental office. All late arrivals must be paid in full so please call the office to make arrangements prior to closing time. Late arrivals must leave a signed copy of this agreement in the key drop box.
Check-out is 11 a.m. You will be expected to place dishes in the dishwasher, trash in the receptacle, make sure the cabin is secure before departing, and notify the office of your departure. Please Note -The office is closed on CHRISTMAS DAY (DEC. 25). All in person check-ins must be pre-paid and welcome packets will be left in the late arrival box.
WEATHER & DRIVING CONDITIONS
Most of our units are easy access on paved streets. Though significant winter storms are rare, some units may require 4-wheel drive and/or tire chains during winter storms. We have some units located in the mountains, and roads in the mountains can be difficult during any season. Road surface conditions are not guaranteed at any time. Please ask about the road condition of the unit you are interested in when making reservations. No changes or refunds will be given for fear of curvy or steep roads. There are no refunds given due to weather. We do not provide transportation or take responsibility for towing service. Once you arrive and have checked into your unit, we are unable to change units or offer refunds if weather changes.
LOST & FOUND
We are not responsible for lost or stolen items. Please check your unit thoroughly prior to your departure for any personal belongings. If you notice you have left an item behind, please call our office and every effort will be made to locate the item. We are not responsible for items left in your unit by you or other rental guests that may have occupied the unit before you. If you locate any items in your unit after check-in that do not belong to you, please let us know immediately.
CRITTERS & WILDLIFE
Please remember you are in the mountains. Occasionally a few critters could make their way inside your unit. In these instances, no refund will be given. In such a case, notify the office, and we will make every effort to solve the problem in a timely manner. Please do your part by keeping windows and doors closed and all food and trash inside or in the appropriate outside receptacles.
PET FRIENDLY UNITS
Some of our units are pet friendly and allow for two pets weighing no more than 40 pounds combined. Please keep in mind each rental unit is an individually owned investment property so be courteous and treat the unit as you would your own and make sure your pets do as well. There is a $50 pet fee if you choose to bring your pet. If you bring a pet without notifying us or bring a pet to a non-pet friendly unit, you are responsible for the cost of damages and/or extra cleaning requirements. These additional charges, with a MINMUM of $200, will be applied to the credit card used to pay your deposit at time of booking or used to pay the balance of the reservation, if different.
OCCUPANCY & HOUSEKEEPING & AMENITIES
All rental units must be registered to and occupied by an adult 21 years of age or older. Please limit occupancy to the cabin maximum and adhere to pet and smoking preferences of the cabin (service animals are welcome in all our properties). In the event of damages or extra cleaning requirements, additional charges may be applied to the credit card used to pay your deposit at time of booking or used to pay the balance of the reservation, if different. Linens and towels are provided along with basic kitchenware and utensils. A starter supply only of soap, dishwashing detergent, toilet paper, trash bags, and paper towels will be provided. Upon arrival, please report any damages, shortage of supplies, or housekeeping issues immediately. We will do everything we can to make sure your cabin is ready for your stay. It is our mission to provide you the cleanest cabin in the Smokies so that you will become a repeat guest. However, there are rare occasions where your cabin might not be fully presentable by 4 p.m. or your hot tub won’t be warm until later in the evening. Because each of our units are individually owned, available amenities may change from time to time without notice. On rare occasions, properties are sold and management responsibilities transferred. Under these, and similar circumstances, reservations may be moved to a similar property. Gas fireplaces are seasonal amenities and may not be available for use during the summer.
SWIMMING POOLS, HOT TUBS, WHIRLPOOL TUBS and SAUNAS
Some units come with access to swimming pools. There are no lifeguards on duty and swimming is at your own risk. We ask that you please bring your own towels to use at the pool. Most of our units have outdoor hot tubs or whirlpool tubs. There are certain health risks associated with the use of these amenities. Each registered guest is responsible for informing their guest(s) of the possible risks. Each hot tub is drained and sanitized upon departure. It is possible that the hot tub may not reach a comfortable temperature for use the first night of your stay. Hot tubs are for enjoyment only without the use of normal bathing products (soap, shampoo, bath oil, etc.). Hot tub covers are to be kept on hot tubs at all times unless hot tub is being used. DO NOT SIT, STAND ON, OR MISTREAT any hot tub cover. A $350 charge will result in any damages done to hot tub covers. Consult a physician if you have questions or concerns before the use of a hot tub, whirlpool tubs, sauna and/or pool. You may call the office during regular business hours with any questions you may have concerning your hot tub. Physicians strongly discourage pregnant women from using a hot tub.
MINIMUM STAYS
Some seasons will have minimum night requirements depending on availability. Exceptions will be made if nights rented fall between two other reservations and the minimum is not possible. Please call our office for availability.
PAYMENTS
One night’s rent with a major credit card is required to confirm a reservation. We do accept personal checks for a deposit as long as the reservation is booked at least 15 days prior to arrival. Cash, major credit cards, travelers’ checks, or money order are accepted for the balance. Balance is due five days prior to arrival. If there is a credit card on file, the balance will automatically be charged at that time. If you need to pay the balance with a personal check, please mail us the balance 15 days prior to your arrival.
NON-REFUNDABLE ACCIDENTAL DAMAGE WAIVER
In lieu of a normal security deposit there will be a damage waiver fee applied to each reservation. The damage waiver covers up to $1,000 in ACCIDENTAL damages, such as broken kitchenware, coffee pot, etc. This does not cover non-accidental damage to furniture and electronics (i.e. damaged television, broken DVD player, broken bed frame, broken sleeper sofa, etc.) Guest will be responsible for all intentional or reckless damages, and the credit card on file will be charged. Guest also authorizes agent to charge any expenses relating to intentional or reckless damage, cleaning of the unit beyond a normal cabin clean (EX: heavy partying, trash, etc.), or theft of any property from the unit to the credit card on file for that cabin. The guest who uses their credit card for the deposit is considered the responsible party, and all necessary charges concerning said cabin will be charged to the credit card on file, no matter who in the group caused the damage.
REFUNDS
No refunds will be made for break down or malfunction of appliances (televisions, DVD players, etc.) air conditioners, heaters, whirlpool tubs, hot tubs, pools, or elevators; the presence of insects, critters or wildlife; acts of God; inclement weather; location of rental cabin or chalet; loss of electrical power, water, cable, or other utilities; or the conditions of roadways or driveways leading to the rental unit. No refunds will be made after you check-in and/or take possession of key code for any reason.
COVID-19
The novel coronavirus, COVID-19, has been declared a worldwide pandemic by the World Health Organization. COVID-19 is extremely contagious and is believed to spread mainly from person-to-person contact. As a result, federal, state, and local governments and federal and state health agencies recommend social distancing and have, in many locations, prohibited the congregation of groups of people. Although Cabins USA has put in place preventative measures to reduce the spread of COVID-19 Cabins USA cannot guarantee that such measures will prevent you or your guests from being infected with COVID-19. By signing this Agreement and Policies you, for yourself and, to the maximum extent allowed by law, on behalf of all guests staying in the rental unit acknowledge the contagious nature of COVID-19 and voluntarily assume the risk that you or your guests may be exposed to or infected by COVID-19 by staying in the unit and that such exposure or infection may result in personal injury, illness, permanent disability, and death. On your own behalf, and, to the maximum extent allowed by law, on behalf of all of your guests, you release, covenant not to sue, discharge, and agree to indemnify and hold harmless, Cabins USA, the owner of the cabin and each of their respective shareholders, members, officers, directors, employees, agents, successors and assigns of and from all liabilities, claims, actions, damages, costs or expenses of any kind arising or asserted to arise, directly or indirectly, in whole or in part, from renting the unit whether resulting from negligence or otherwise, including from a COVID-19 infection that occurs during or after your rental.
LIABILITY
The unit you are renting is under management by WEST WOODS DEVLEOPMENT COMPANY, LLC on behalf of the unit owner. West Woods acts only as an agent for the owner. Under no circumstances will West Woods or the unit owner be responsible to you or your guests for any loss, expense, damage, claim, or injury, direct or indirect, consequential or otherwise, caused or incurred, as result of any action or inaction by West Woods or the unit owner, or their agents, employees, subcontractors, third parties, other guests, or any other party. West Woods reserves the right to refuse or discontinue service to any person and/or rescind any contract for accommodations or guest services. Neither West Woods nor the unit owner will not be responsible for accidents or injuries to guests or for loss of money, jewelry, or valuables of any kind for any reason. By renting the unit you agree to indemnify and hold West Woods and the unit owner harmless from any and all claims and loss of any and all guests using the unit as your guest pursuant this agreement.
ENTIRE AGREEMENT
This Reservation Agreement & Policies along with all other policies of West Woods that you execute and acknowledge including, without limitation, smoking policy, check-out policy, pool and hot tub policy, security camera policy, and keyless entry lock policy constitute the entire agreement of the parties with respect to your rental of a unit from West Woods and may only be modified by a subsequent written agreement executed by the parties. This agreement and the performance thereof shall be governed, interpreted, construed, and regulated by the laws of the State of Tennessee. The parties agree to submit any matter arising out of this Agreement to the federal courts located in Knox County, Tennessee and the state courts located in Sevier County, Tennessee. The parties further agree that said court shall have exclusive original jurisdiction over any matter relating to or arising from this Agreement and the parties’ rights and obligations under this Agreement. Each of the parties hereby expressly waive any objection or defense it may have to the personal jurisdiction of the federal and state courts located in the State of Tennessee. If West Woods must seek remedy in court for any reason, all attorney’s fees and court costs shall be paid by the guest.
UPON CHECK-IN YOU MUST SIGN A COPY OF THIS AGREEMENT
Spa, Hot Tub, & Pool Policies
USE OF SWIMMING POOLS, HOT TUBS, WHIRLPOOL TUBS AND SAUNAS WAIVER OF LIABILITY AND INDEMNIFICATION
West Woods Development Company, LLC, a Tennessee Limited Liability Company, “West Woods”, is pleased to provide access to swimming pools, hot tubs, Jacuzzis, whirlpool tubs and/or saunas and any equipment related to the forgoing (collectively, the “Amenities”) as a part of its service to certain of its rental guests (“you”) and your invitees (collectively with you, the “Users”) who stay in specified rental units (“Units”). By renting a Unit from West Woods, you hereby agree to the terms of this Waiver of Liability and Indemnification on behalf of yourself and all Users using the Unit and/or the Amenities in connection with your rental of a Unit from West Woods. Unsafe and/or unsupervised use of the Amenities by any User is a material breach of your rental agreement withWest Woods and shall permit West Woods to terminate IMMEDIATELY WITHOUT NOTICE your occupancy of the Unit.
By renting a Unit through West Woods, you acknowledge the following on behalf of all Users accessing the Amenities associated with your Unit during your rental term:
Use of any Amenity carries risk that may result in serious injury or death. No jumping or diving is allowed. You shall ensure that the Amenities are used in a safe manner at all times and that non-adult use of the Amenities is supervised by a qualified and capable adult. Persons under the age of 12 are prohibited from entering hot tubs at any time. All children using any Amenity shall be supervised at all times to decrease risk on injury, death or drowning. West Woods does not provide lifeguards for any of the Amenities. No glass should be used in or near the Amenities.
Use of the Amenities could subject Users to certain risks including the risk of drowning, slipping and falling, other accident related injuries, and certain health related risks including, without limitation, the transmittal of certain bacteria and maladies known as hot tub rash, hot tub lung, and/or folliculitis. All bathers must shower before and after use to decrease the possibility of skin problems. Swimsuits used in natural bodies of water such as oceans, lakes and streams must be laundered before use of the Amenities.
Pregnant women, persons taking medication, elderly persons, those with diabetes, low or high blood pressure, history of strokes, epilepsy, heart disease or other cardiovascular conditions should consult their physician prior to using any Amenity. The American College of Obstetricians and Gynecologist (ACOG) states that becoming overheated in a hot tub is not recommended during pregnancy.
Never use any Amenity while under the influence of drugs or alcohol or if you are taking medications of any kind, or being treated for any illness.
All hot tubs should be kept at a temperature less than 104 degrees for personal safety.
Users are prohibited from tampering with the Amenities and any related chemicals. If any User is found to have tampered with the Amenities or any related chemicals, you will be responsible for any expenses incurred. DO NOT SIT, STAND, JUMP OR WALK ON THE SPA COVER as it could collapse causing serious bodily injury and/or damage to the cover. Any excessive cleaning required for any Amenity will result in a minimum charge of $150.00. In consideration of the rental of the Unit by West Woods to you, you, on behalf of yourself and all Users and each of your and User’s respective personal representatives, guests, children, heirs, and next of kin, acknowledge, agree, and represent that (i) you have, or will immediately upon entering an area containing any Amenity, and will continuously thereafter, thoroughly inspect the Amenity and such areas containing the Amenity, that you have ready any safety rules or other notices published near the Amenity (the “Rules”), and that the use of any Amenity by you or any User constitutes an acknowledgment that you have inspected the Unit and Amenities and you find and accept such areas as being safe and reasonably suited for the purposes of your use and use by the Users, and you further agree and warrant that if, at any time, you feel anything to be unsafe, you and all Users will immediately leave the area and advise appropriate persons, and that you and the Users shall follow all Rules, (ii) you hereby RELEASE, WAIVE, INDEMNIFY, HOLD HARMLESS AND COVENANT NOT TO SUE West Woods, its officers, directors, members, managers, employees, and agents and the owner(s) of the Unit (the “Indemnified Persons”) for any and all loss, liability, damage, cost, claim or demand (including reasonable attorneys’ fees and costs) on account of harm, illness, or injury to the person(s) or property of any User, including, without limitation, DEATH of you or any User, and (iii) you AGREE TO INDEMNIFY, SAVE AND HOLD HARMLESS West Woods from any loss, liability, damage, or cost any indemnified person may occur due to your presence in or upon the area and unless caused by the gross negligence of West Woods.
CAUTION: THIS IS A RELEASE, WAIVER AND SAVE HARMLESS AGREEMENT AND BY SIGNING THIS DOCUMENT YOU ARE RELEASING CERTAIN LEGAL RIGHTS AND CLAIMS. BY SIGNING THIS DOCUMENT YOU ACKNOWLEDGE YOU HAVE READ THE FOREGOING AGREEMENT AND FULLY UNDERSTAND IT AND INTEND TO BE BOUND BY IT. ADDITIONALLY BY SIGNING THIS AGREEMENT YOU ACKNOWLEDGE THAT YOU HAVE RECEIVE A COPY OF CABIN USA’S POOL RULES AND REGULATIONS AS WELL AS A COPY OF RULE AND REGULATIONS RELATED TO THE OTHER AMENITIES.
